Timesheet and Time Tracking
How to Setup for DCAA Compliance
Do you have a DCAA contract and need help with a DCAA compliant timesheet? If so, this product can help you become DCAA compliant. Click to Download. Once you take a few minutes to download and install, follow these step by step instructions to help make your employee’s timesheets DCAA compliant.
Creating Categories for Direct/Indirect Costs
First you should create your categories of work for indirect/direct labor costs (2-301.2 Detailed Provisions of SF 1408 found here... http://www.dcaa.mil/dcaap7641.90.pdf ). This can be accomplished a few different ways. The method pictured below in figure 1 is the most common way to accomplish the separation of direct and indirect costs. Open the timesheet, click on the Tools menu, and then select Categories.
Next, inside the Categories dialog box, locate the Tools menu in the top left corner and create New Categories to classify as direct or indirect costs, as seen in Figure 2.
Assigning Categories of Costs to Project Tasks
Once you have created the list for direct/indirect costs, found under the section of categories, you may now assign the categories to the tasks within your project.
To assign categories to a task, first click on the Project Task Tab. Next, select a task to assign a direct or indirect cost category by clicking on the task name (or Choose Insert, New Project Task to create new ones). As in the example pictured in Figure 3, click on the task named Plan Review.
Once you click on a task name inside the Project Task Tab view, you will see a pop-up dialog box titled Edit Project Task. Inside the Edit Project Task dialog box is a variety of fields defining that task. One of the field names is Categories. By clicking in the far right row of the categories field, you will notice a dropdown arrow. Click on the dropdown arrow to display the categories available to assign to the task. These categories are the same ones you created earlier to help define your direct and indirect costs for DCAA audit definition. Simply choose the category you want to assign to the task and then click “Save and Close”, as you see in Figure 4.
Setting up Timesheets to help become DCAA Compliant
Next, you will need to define a few rules inside the employee profile to help you maintain DCAA audit compatibility within the employee timesheet. First, go to the Tools menu and select “Users and Organization”, as pictured in Figure 5.
By choosing Users and Organization from the tools menu, you will see a pop-up dialog box titled Users, which displays the user’s (employee’s) names within your organization. From here, you can right click on a username, or choose the Tools menu inside the Users dialog box to display a sub-menu. Go to the sub-menu and select User Rights. Both methods of reaching the sub-menu are pictured below in figures 6 and 7. One method would be to right click on group name or user name before selecting User Rights, as seen here.
A second option would be to click on group name or user name, and then click on Tools menu and select User Rights.
Now that you have selected the User Rights menu, you will see an additional pop-up dialog box titled, User Rights, as seen in figure 8.
The features pictured in figure 8 will help you maintain DCAA compliance within your timesheet. You will notice a list of “rights” the program has available that allow or disallow a user certain features, based on what you want a user to have access to. Each user right listed has a check box in front of the user right description. Depending on whether you are an administrator or not, determine the number of user rights displayed in the dialog box.
All of the items listed below may or may not appear in the employees list of user rights. However, if any of the rights listed below appear, they should be unchecked, unless the employee is an administrator. In such a case you may customize their user rights based on your employees’ access needs, such as allowing them to create or delete project tasks. For regular end users without special access needs, you should uncheck each of the rights listed below to help stay within DCAA guidelines. ALL users should have the user box that says “Modify time without requiring special notes” unchecked, regardless if they are an administrator or not. This helps satisfy DCAA clause 2-302.1-4 that essentially says employees must document every change they make to their timesheet. (Please note, once you have an employee profile set up with certain user rights you can copy and paste those rights to other employees. This way, you do not have to complete this process repeatedly.) The list below covers all boxes that should be unchecked in user rights.
Uncheck all of the listed items below
Can bypass locks
Can edit projects from other managers
Can edit projects outside the group
Can approve time and expenses (unless employee is a manager that needs to approve time)
Can create new project tasks
Can modify project tasks
Can delete project tasks
Can log time with no project task selected
Can add expense with no accounts selected
Can edit project fields in time logs
Modify time without requiring special notes
Can change pay type
The Policies and Procedures of Using Your Timesheet
You now have successfully set up the product to help you maintain DCAA requirements. However, you still need to set up the system so that your employees can utilize the timesheet to input their time daily (DCAA information for contractor’s 2.302.1-1, found here http://www.dcaa.mil/dcaap7641.90.pdf ). To keep the most accurate and thorough records of any changes employees must notate/explain any changes made after the original entry has been previously recorded. (The product helps make this job much easier by providing an automatic mechanism for capturing and documenting the change notes employees enter when making timesheet corrections.) The dialog box below, in Figure 9, will automatically appear in the timesheet when an employee tries to make a change to their previously entered time. (You must set up the timesheet as described earlier to enable this Change Note feature.)
We offer another feature that helps to ensure that your timesheet is DCAA compliant. After each employee has reviewed their timesheet, the employee will submit his/her timesheet for approval by pressing the Submit for Approval button found at the bottom of the timesheet, as seen in Figure 10. This satisfiesDCAA clause 2-302.2-a of the DCAA Information for Contractors http://www.dcaa.mil/dcaap7641.90.pdf, which essentially says supervisors shouldapprove timesheets.
Once the employees submit their timesheets, the app continues to make DCAA life easier by providing unlimited approval layers for managers. Each time a timesheet is submitted and approved (as recommended by DCAA 2-302.2-a found here http://www.dcaa.mil/dcaap7641.90.pdf ), the database will date stamp and notate with the initiators name. This creates an easy to follow audit trail. See the Tools menu option, Approve Time and Expenses (figure 11).
Finally, you can lock a single
timesheet as displayed on the previous approval page (Figure 11), or
you can lock groups of people and entire organizations at once (as
shown below). You can also define the date range you want to lock.
(See Tools, Approve Time and Expenses.) Then, click on
the button Lock Date Range. Once a timesheet is locked, a
More Helpful Features for DCAA Compliance
The program goes even further in helping you reach and maintain DCAA compliance with available automatic email notifications by reminding employees to submit their timesheets and letting managers know if the timesheet was or was not submitted. Email notifications will alert managers if the timesheet does not contain the number of hours expected (figure 13). The program will also inform managers if a task or project is about to or has exceeded the estimated allotment.
We hope these instructions have been helpful. Please feel free to contact the Scoutwest, Inc. sales or support departments for addition information.
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